Case Study: Quick Scan
Project Overview
Challenge: Our third-party sales division was struggling with a fragmented ordering process that required reps to juggle multiple vendor systems, leading to inefficiencies, pricing errors, and missed sales opportunities across our nationwide network.
Solution: I led the development of Quick Scan, a mobile ordering platform that consolidated multiple vendor catalogs with sophisticated price book management, offline functionality, and seamless device compatibility.
My Role: Product Owner & Project Lead
The Problem I Solved
Our sales team was operating in an increasingly complex multi-vendor environment that our existing tools couldn't handle effectively:
System fragmentation: Reps needed to log into 3-5 different vendor platforms per sales call
Pricing inconsistencies: No centralized way to manage regional price variations or store-specific availability
Connectivity limitations: Existing system failed in remote locations with poor internet connectivity
Mobile incompatibility: Legacy system designed for desktop use, limiting field effectiveness
Lost revenue opportunities: $500K in missed sales from remote locations and system inefficiencies
Discovery & Requirements Gathering
Working closely with our sales department, I conducted extensive field research to understand the complete ordering workflow. Key insights emerged:
Redundant ordering process: Sales reps spent 40% of their time switching between vendor systems, and walking the stores multiple times to create orders
Variable pricing: Pricing errors occurred in 15% of orders due to lack of proper price book management
Listed items not in catalog: Products that were available for order at stores were being missed
Connectivity: Remote locations with poor connectivity were essentially unsellable
Time consuming vendor set up: Each new vendor relationship required many hours of set up and training
Technical Architecture
I collaborated with a third party development team to design a comprehensive system that could:
Unify multiple vendor catalogs: Integrate dozens of vendors into one seamless pricebook
Dynamic pricing management: Handle national, regional, and store-specific pricing variations
Offline-first functionality: Complete catalog access without internet connectivity
Cross-platform compatibility: Native apps for iOS/Android plus web interface
User Experience Design
Recognizing our sales team's diverse technical backgrounds, I prioritized intuitive design:
Familiar ordering patterns: Maintained workflows similar to existing systems
Smart search functionality: Quick product lookup across all vendor catalogs
Visual order confirmation: Clear pricing and availability before submission
Scan to add functionality: Add items by scanning barcode on the shelf or product.
Automated sync notifications: Clear status updates for offline/online transitions
Implementation & Results
I led the agile development team through 20 two-week sprints, maintaining continuous collaboration with field sales teams and vendor partners. Regular sprint demos with stakeholders ensured we stayed aligned with business objectives.
Reduction in sales call duration: Streamlined multi-vendor ordering process
Accurate pricing & availability accuracy: Eliminated manual price and availability errors
Increase in orders from remote locations: Offline functionality enabled previously impossible sales
Additional annual revenue: Captured through improved efficiency and expanded reach
Stakeholder Impact
Sales Representatives: Simplified workflow allowed focus on relationship building instead of system management
Sales Team Management: Real-time visibility into rep activity and performance across all vendors Vendor Partners: Improved order accuracy and stronger data insights
IT Department: Reduced support burden through consolidated system architecture and device flexibility
What Worked Well
Field observation approach: Shadowing sales reps during actual customer visits revealed critical requirements
Phased rollout strategy: Pilot program with 25 reps identified optimization opportunities before full deployment
Vendor collaboration: Early partnership with vendor IT teams ensured seamless integration
Integration complexity: Each vendor had unique API structures requiring flexible adapter architecture
Data volume management: Implemented intelligent caching to handle large catalogs on mobile devices
Change management: Extensive training and support programs overcame initial resistance to workflow changes
Key Takeaways
This project reinforced the importance of understanding complex business ecosystems and user workflows. By spending time with sales teams in the field and collaborating closely with vendor partners, we created a solution that didn't just consolidate existing systems – it transformed how our sales organization approached multi-vendor relationships.
The success of Quick Scan demonstrated that thoughtful product management can turn operational complexity into competitive advantage, creating tools that drive measurable business results while significantly improving user experience.
Technologies Used: Responsive web-based interfaces, API integration and adapter architecture for multi-vendor system consolidation, offline-first data synchronization, barcode scanning functionality, and intelligent caching systems for large catalog management on mobile devices, and PDF writer.
Project Duration: 10 months (development) + 3 months (rollout)
Team Size: 2 developers, 1 dedicated tester